Job Title: Program Coordinator
Department: Permanent Supportive Housing
Reports To: Vice President of Supportive Housing
FLSA Status: Exempt
Approved by: Chief Operating Officer
Approved Date: March 2024

Salary Range: $38,000 - $42,000 annually

SUMMARY
The Program Coordinator position organizes, plans, and conducts administrative duties to ensure the Permanent Supportive Housing Program is meeting grant and contractual requirements through ongoing quality assurance monitoring. In addition, the Program Coordinator position will be responsible for assisting with payment processing, maintaining logs of program spending and data input and analysis. Success in this position requires the ability to communicate well with program participants and willingness to foster teamwork between team members, other SAMM programs, and partnering agencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain current knowledge of eligibility requirements and ensures adherence to HUD rules and regulations for programs.
• Ensures the timely preparation of payment processing.
  • May include utility, rent, and deposit payments and communication with landlords and utility companies regarding payments.
  • Review check request forms to ensure accuracy.
  • Creates and maintains computer spreadsheets and databases to track spending and grant budgets.
• Assists programs with the coordination of audit information, and recommends appropriate data-gathering mechanisms, procedures, etc.
• Participates in the development, planning, and execution of continual process improvement efforts, policies and procedures, and regulatory compliance functions related to programs.
  • Facilitates quarterly quality assurance file audits.
  • Reviews and evaluates client records, applying quality assurance criteria.
  • Performs quality-assurance functions to ensure records meet HUD and SAMMinistries requirements and report results of quality-assurance to leadership.
• Assist with responding to walk-ins seeking assistance by guiding them to the appropriate resources.
• Must apply individual reasoning to the solution of problems, devising or modifying processes and writing procedures as necessary.
  • Maintains current knowledge of SAMMinistries policies and procedures and various program eligibility requirements.
  • Contributes to a positive and welcoming environment for program participants and SAMMinistries team members.
• Conducts and/or participates in departmental meetings, community committees, and interdisciplinary team meetings as required for wrap around care coordination activities.
• Attends all mandatory departmental meetings and/or training assigned by the VP of Supportive Housing

• Attends training on Trauma-Informed Care (TIC) and annual TIC refresher training to facilitate use of TIC as the framework for all daily tasks, communication, and decision-making.
  • Ensures all interactions and communication with both staff and clients are reflective of the cultural awareness and trauma-informed perspective necessary in a social services environment.
• May oversee and supervise interns.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Working knowledge of local resources and social services available are highly desirable. Excellent time management skills, and the ability to effectively communicate both orally and written, are essential.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of referral, screening, and intake processes.
• Ability and desire to serve families and individuals from diverse backgrounds.
• Ability to read and interpret documents such as HUD regulation and legal requirements of programs.
• Ability to present facts/recommendations in oral and written form.
• Ability to apply policies and principles to solve everyday problems and deal with a variety of situations.
• Ability to exercise initiative, problem-solving, decision-making.
• Ability to establish and maintain effective working relationships with employees, managers, and other members of senior administration and the general public.
• Proficient with computer software programs, including: HMIS, Microsoft Word, Excel, Outlook, and Teams.
• Ability to compose and/or type routine correspondence, memos, reports, and other documents.

SUPERVISORY RESPONSIBILITIES
Social service interns.

EDUCATION and/or EXPERIENCE
Bachelor’s or Associates degree in social services field preferred. Must have at least two years’ experience working with at risk populations and/or two years’ experience in finance and quality assurance. A combination of education and experience may be substituted for the aforementioned qualifiers.

LANGUAGE SKILLS
Bilingual in Spanish is preferred but not essential. Effective written and verbal communication skills. Must demonstrate the ability to write routine reports and correspondence and ability to communicate effectively before groups of volunteers and employees of service organizations.

MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Capability to apply concepts such as fractions, percentages, rations, and proportions to practical situations. Must be able to interpret data used to evaluate client success.

REASONING ABILITY
Must be able to react swiftly and effectively to crisis situations. Must possess good conflict resolution skills and demonstrate patience in working with applicants. Must be sensitive to the dynamics associated with homelessness and hopelessness. Logic and ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

CERTIFICATES, LICENSES, REGISTRATIONS
Class C Driver's License. Current CPR/First Aid/AED certification required.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. May be required to lift up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee usually works in an office and primarily at their workstation. The noise level in the work environment is usually moderate. Normal walking requirements include the ability to move in and around personal workspace and to and from other areas including walking up and down stairs several times each day.

SAMM is a ministry to the homeless supported by congregations, foundations and individuals. Job involves dealing with people in crisis, people with poor language and/or communication skills, people who can be hostile and demanding, and people with poor relating skills and inappropriate behavior. Patience and maturity are required. Requires some weekend and evening hours.